Draft SOW_Pedestrian Safety Regional Summits_ final.pdf

Pedestrian Safety Regional Summits Draft Statement of Work

SECTION C - DESCRIPTION, SPECIFICATIONS, WORK STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating mode of the United States Department of Transportation (DOT). Its mission is to save lives, prevent injuries, and reduce traffic-related health care and other economic costs.

In 2022, 7,522 people were killed while walking, a 0.7 percent increase from 2021, and 67,336 people were injured, an 11 percent increase from 2021. It is the highest since 1981 when 7,837 pedestrians died in traffic crashes.

C.2 OBJECTIVE

The purpose of this project is to convene a summit in each of the ten (10) NHTSA regions for pedestrian safety stakeholders, State Highway Safety Offices (SHSO), and each NHTSA Regional Office to discuss the pedestrian safety problem, current traffic safety trends and emerging issues and possible solutions.

During this summit, new pedestrian safety strategies will be identified and highlighted consistent with NHTSA and U.S. DOT priorities. Stakeholder collaboration and knowledge sharing will be facilitated. The summits will assist States and communities in their efforts to make pedestrian safety a priority by presenting a range of pedestrian safety countermeasures, pedestrian safety partners and stakeholders, data collection and evaluation methods, evidence-based practices, and community engagement.

The overall goal with this proposal is to increase awareness and call for action to enhance safety for all pedestrians.

C.3 DEFINITIONS AND ACRONYMS

The following is a list of acronyms and definitions used throughout the Statement of Work (SOW). This list may not be exhaustive.

CO Contracting Officer COR Contracting Officer’s Representative Day Unless specified otherwise, the term “day” refers to calendar day.

DOT Department of Transportation NHTSA National Highway Traffic Safety Administration PM Project Manager

RA

ROPD

Regional Administrator Regional Operations and Program Delivery

SHSO

SME

SSA

State Highway Safety Office Subject Matter Expert Safe System Approach

SOW Statement of Work WP Work Plan

C.4 GENERAL REQUIREMENTS

The general requirements of this project include, but are not limited to, the following:

• The contractor will coordinate all logistics of the summits such as scheduling, planning, and hosting each of the ten regional summits, identifying and inviting relevant regional/local speakers, selecting and reserving summit sites, and creating marketing materials, all with approval from NHTSA, in coordination with each Regional Office.

• Disseminate and share implementation strategies that pose new traffic safety solutions to address the growing number of pedestrian injuries and fatalities.

• Increase the awareness of the pedestrian safety problem.

• Reduce the number of crashes, injuries, and fatalities related to people who walk, including those groups who may have mobility and accessibility disadvantages.

• Incorporate evaluation of content into the planning process to explore reactions so that future efforts may be refined and improved to better meet needs.

• Complete a report on each of the 10 summits with outcomes, takeaways, and resources, as well as a final report which will summarize results including key outcomes of the project, evaluation measures, and next steps.

• The summit should include NHTSA Regional Offices, SHSOs, pedestrian safety stakeholders, law enforcement, EMS, community-based organizations, coalitions/advocacy groups, hospitals and health care organizations, local officials, faith-based organizations, education, planners/engineers, and other pedestrian safety advocates.

Scope of work

1. General requirements; specifically

a) NHTSA will:

• Assign a professionally qualified staff member as the contracting officer’s representative (COR), to provide liaison and coordination between the Contractor and NHTSA;

• Provide all essential background information and technical assistance from the government sources.

• Provide liaison between other government and private organizations.

• Maintain on-going contact with the Contractor regarding conduct of the Task

Order.

b) The Contractor Shall;

• Designate a Project Manager to provide liaison and coordination between

NHTSA and the staff and membership of the Contractor and to manage all aspects of the project and keep the NHTSA COR apprised of the progress being made under the Task Order;

• Provide a detailed project work plan, including timetable, metrics, strategies, itemized budget and labor categories/job descriptions for all proposed staff.

• Execute the project as described in the Contractor’s implementation plan and detailed final work plan, as coordinated with the COR. Submit the final work plan to the NHTSA COR, no later than thirty (30) days after the Task Order award. The Contractor shall finalize the project timeline as well as any remaining items necessary to carry out the project into its work plan. The final work plan will serve to guide the Contractor’s project implementation;

• Advise NHTSA's COR of any problems in implementing or making progress on any activities performed under this Task Order, as well as recommended strategies or revisions to the Project description to permit successful performance.

• Convene a kickoff meeting/revise project implementation within fourteen (14) days of the Task Order award. Key project team members and NHTSA staff will meet in an initial meeting to review the project’s objectives, planned course of action, responsibilities, and to begin finalizing the work plan which was submitted as part of the application. The meeting will also serve as a forum to resolve any questions regarding the Contractor’s approach;

• Prepare and submit monthly reports beginning three (3) months after the Task Order award describing the status and progress of activities outlined in the project work plan and include any resources developed and deliverables completed during the quarter. The reports will include an up-to-date summary of accomplishments by the Contractor; obstacles and problems encountered and proposed solutions; noteworthy activities, events, or successes; and a Financial Statement of funds expended to date;

• Submit a final report to the NHTSA COR by the completion date of the Task Order;

• Host a virtual final briefing upon completion of the project and prior to the end of the period of performance.

C.4.1 Plain Language

The Contractor shall ensure that all written document conforms to plain language standards by complying to the below guidelines whenever possible:

• Uses everyday words that convey meanings clearly and directly;

• Uses the present tense and the active voice;

• Uses short, simple sentences;

• Defines only those words that cannot be properly explained or qualified in the text;

• Uses type of a readable size; and

• Uses layout and spacing that separate the paragraphs and sections of the document from each other.

C.4.2 Quality Assurance

The Contractor shall identify and implement a quality control process to review deliverables of written materials for the following:

• Free of grammatical errors,

• Appropriate for intended audience,

• Reflects a well-defined sequence of steps or logical process,

• Examines the adequacy and appropriateness of techniques and methods, and

• Includes relevant citations and references

C.5 SPECIFIC REQUIRMENTS

C.5.1: Conduct Kickoff Meeting Within two (2) weeks of Task Order award, the Contractor shall meet with the COR, Contracting Officer (CO) and/or Contract Specialist (CS) and other interested National Highway Traffic Safety Administration (NHTSA) personnel virtually. The purpose of this meeting is to discuss the administration of the project, and to discuss the project’s goals and objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or the Government identifies.

The Contractor shall coordinate with the Contracting Officer Representative (COR) and begin preparatory activities for the Kickoff Meeting immediately following the Task Order effective date.

The NHTSA COR(TO) and the Contractor shall jointly conduct the initial 45–60-minute briefing. This briefing will be for a wider-NHTSA audience to become familiar with the project.

The COR(TO) will take the lead in providing the background for the project. The Contractor shall then discuss the firm’s proposed technical approach for the project and lead discussions.

The Contractor’s description of their technical approach shall include a high-level look of the following:

• Understanding of project objective and potential issues;

• Proposed plan of work (including any additional thinking since final quote revisions);

• Schedule of project activities; and

• Understanding of deliverable requirements and specifications.

The Contractor shall be prepared with appropriate briefing materials. PowerPoint slides and other supplementary materials should be submitted to the COR(TO) at least one (1) week prior to the meeting for approval by the COR(TO). Within four (4) days of receipt, the COR(TO) shall provide comments to the Contractor on the briefing materials. The Contractor shall provide revisions to the COR(TO) within two (2) days.

C.5.2: Submit Work Plan Within two (2) weeks of the Kickoff Meeting, the Contractor shall submit a Work Plan that is based on the Contractor’s technical quote, final quote revisions, and discussions at the Kickoff Meeting.

The work plan shall include the anticipated steps the Contractor will take to accomplish the tasks of this task order, including specific dates applied to the milestone and deliverable timeline.

The work plan will be submitted in written/electronic format. The NHTSA COR will review the work plan within two (2) weeks of receipt and provide comments and necessary changes.

The Contractor shall incorporate the changes and respond to any comments/questions from the COR and return a final work plan to the COR within one (1) week after receipt.

C.5.3: Prepare and Submit Regional Summit Planning Outline Within three (3) months of the Kickoff Meeting, the contractor shall prepare an outline of the regional summit planning details including but not limited to:

• Summit agenda(s) (speakers, session topics, breakout sessions, emerging issues, regional specific topics)

• Location(s)

• Proposed dates and times (COR will provide approvals)

• Marketing materials (informational flyer, online registration, communication messages, invitations)

• List of attendees and stakeholders

• Virtual access options

• Direct materials (technology items and support, conference space)

• Travel information and logistics (not limited to, coordination of hotel block of rooms, parking, local travel and restaurant options)

The contractor shall submit the outline in written/electronic format to the COR for approval. The Contractor shall incorporate any changes and respond to any comments/questions from the COR and return a final outline to the COR within two (2) weeks after receipt. The outline can be used as a template in planning each of the ten regional summits.

C.5.4: Provide OMB Approval Documents Within five (5) months of award, the Contractor shall prepare ALL materials needed for OMB Submission. To ensure appropriate evaluation of the regional summits, The OMB package shall include the survey questions, intended audience to be surveyed, methods for survey administration, and sample designs. The Contractor shall provide the COR with all OMB approval documents The Contractor shall evaluate each regional summit with the approved methods. NOTE: OMB approval typically takes 9-12 months.

C.5.5: Conduct Regional Summits Within twenty-eight (28) months of award, the Contractor shall conduct all ten (10) regional summits. The Contractor shall coordinate planning efforts with the COR, NHTSA Regional Offices, and SHSOs. Summit speakers and topics shall be data driven and regionally specific.

C.5.6: Evaluate Regional Summits The Contractor shall evaluate each Regional Summit after each event using the OMB approved strategies. The Contractor shall assess and compile the findings, then, work with the COR to make any necessary adjustments in the Regional Summit planning process.

C.5.7: Submit Summit Reports After each Regional Summit event, the Contractor shall complete a report on each of the 10 summits with outcomes, takeaways, resources, and evaluation results.

C.5.8: Submit Draft Final Report Within thirty-one (31) months of award, the Contractor shall submit a draft final report of collective outcomes, takeaways, results from evaluations, and resources from all of the ten (10) summits to the COR.

The COR will review the draft final report within two (2) weeks of receipt and provide comments and necessary changes. The Contactor shall incorporate the COR comments into the materials within two (2) weeks of receipt.

C.5.9: Submit Final Report Within thirty- four (34) months of award, the Contractor shall provide the COR with the final report. The report shall summarize evaluation measures and next steps, and incorporate all comments from the COR.

C.5.10: Final Briefing Within thirty-six (36) months of award, the Contractor shall conduct a virtual Final Briefing.

The Final Briefing shall consist of a 30 - 45-minute presentation of the project that includes the background of the project, a description of the specific tasks conducted, results and materials developed, and issues raised at the meeting, followed by a question-and-answer period.

C.5.11: Monthly Conference Calls The Contractor shall conduct a monthly conference call, during the second (2nd) week of each month, with the COR, to discuss the status of the tasks and contents and the next steps expected for the conduct of the task order over the next month.

(End of Section C)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

F.1.1 Base Period

All work required hereunder including preparation, submission, review, and acceptance of final deliverables, shall be completed within the Base Period of thirty-six (36) months after the effective date of the Task Order.

F.2. MILESTONES AND DELIVERABLES

Deliverables and Milestones for this Task Order are reported below.

F.2.1 Deliverable (D)/Milestone (M) Schedule

Period of Performance

The period of performance for this Task Order is thirty-six (36) months from date of award.

Performance Milestones and Deliverables Deliverable (D)/Milestone (M) Schedule

Task # Milestones (M) and Deliverables (D)

Due Date After Award

1 C.5.1 Begin Preparatory Kick Off Meeting Activities (M)

Immediately Following Award

2 C.5.1 Submit Kick-Off Meeting materials (D)

At least 1 week prior to Kick- Off Meeting

3 C.5.1 COR (TO) provides feedback on Kick-Off Meeting Materials (M)

Within 4 days of receipt

4 C.5.1 Submit Revised Kick-Off Meeting materials (D)

Within 2 days of receipt

5 C.5.1 Kick-Off Meeting (M) Within 2 weeks of award

6 C.5.2 Submit Draft Final Work Plan (D) Within 2 weeks after kick-off

7 C.5.2 COR (TO) provides feedback on Draft Final Work Plan (M)

Within 2 weeks of receipt

8 C.5.2 Submit Revised Final Work Plan (D)

Within 1 week of receipt

9 C.5.3 Prepare and Submit Regional Summit Planning Outline (D)

Three (3) months after

Kick-off Meeting

10 C.5.3 COR (TO) provides feedback on Summit Planning Outline (M)

Within two (2) weeks of receipt

11 C.5.4 Provide OMB approval documents (D)

Five (5) months of award

12 C.5.5 Conduct Regional Summits (M) Twenty-eight

(28) months of award

13 C.5.6 Evaluate Regional Summits (M) After each Regional Summit event

14 C.5.7 Submit Summit Reports (D) After each Regional Summit event

15 C.5.8 Submit Draft Final Report (D) Thirty-one (31) months of award

16 C.5.8 COR (TO) provides feedback on Draft Final Report (M)

Within two (2) weeks of receipt

17 C.5.9 Submit Final Report (D) Thirty-four (34) months of award

18 C.5.10 Final Briefing (D) Thirty-six (36) months after award

19 C.5.11 Monthly Conference Calls (M) Monthly 20 F.4.1 Submit Monthly Reports (D) On-going, 15th of each month

F.3. PLACE OF DELIVERY:

Unless otherwise specified, deliverables shall be furnished, electronically, to the following email addresses:

Item No.

Address

1, 3, 5, 6, 7, 8, 9, 10, 11, 13, 14, 15, 17

TBD

US Department of Transportation National Highway Traffic Safety Administration Safety Countermeasures Division (NPD-210) Attention: TBD 1200 New Jersey Avenue, SE, Washington, DC 20590 Telephone: 202-XXX-XXXX

Item No.

Address

Email: TBD@dot.gov

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: TBD, Contract Specialist 1200 New Jersey Avenue, SE, Washington, DC 20590 Telephone: TBD Email: TBD@dot.gov

F.4 REPORTING REQUIREMENTS

F.4.1 Monthly Progress Reports

The Contractor shall provide a monthly progress report electronically by e-mail to the COR (TO) by the fifteenth (15th) day of each month following the month being reported. The monthly progress report documents the work performed that month and justifies the cost of the invoice. At a minimum, the progress report shall include a narrative description of the following items:

• Accomplishments made during the reporting period.

• Funds status by major cost element, month’s obligations, cumulative obligations, estimated cost to complete, and percent of cost expended versus percent of completion.

• Plans for accomplishments in the next reporting period.

• Preliminary or interim results, conclusions, or other items of information that the Contractor believes are of interest to NHTSA.

• Problems or delays that the Contractor has experienced and suggestions to remedy the problem(s).

• Specific action(s) that the Contractor would like NHTSA to undertake to alleviate a problem.

• Updates on project activity for each of the participating program sites.

F.4.2 Monthly Conference Calls

The Contractor shall conduct a monthly conference call, by the second (2nd) week of each month following the month being reported to discuss the written status report contents and the next steps expected over the next month.

F.5 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all mailto:TBD@dot.gov mailto:TBD@dot.gov electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort has been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance will be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards (http://www.accessboard.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) for further information on these requirements.

(End of Section F) https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards http://www.accessboard.gov/508.htm http://section508.gov/

Deliverables and Milestones for this Task Order are reported below.